Information Desk Manager & Campus Visit Coordinator

Position Information

NBAPOSN Title

Working Title
Information Desk Manager & Campus Visit Coordinator

Brief Position Overview
Information Desk Manager & Campus Visit Coordinator is the first person of contact for current and prospective students, visitors, faculty, and guests to the University. The Information Desk Manager & Campus Visit Coordinator performs duties requiring independent and collaborative decision-making skills in addition to having a broad understanding of campus programs, the admissions process, student support programs, new student events, campus offices, and a basic understanding of university policies and procedures. This innovative individual will be responsible for coordinating all campus tours, contacting college departments to facilitate meet-and-greets, and supporting recruitment events hosted on and off campus. This position assists the Office of Admissions with matters related to recruitment, admissions, enrollment, advising, financial aid, housing, and business services transactions. Related to all these duties, this role supervises student workers who support the recruitment, campus tour, and information desk functions. This position requires strong organizational skills and a strong ability to develop and maintain positive working relationships with campus and community members. This position reports directly to the Associate Director of Admissions/Recruitment and works closely with the Associate Director of New Student Programs and Orientation, the Associate Director of Evaluations and Processing, and the Executive Director of Admissions.

Position Number

Department
Admissions & Records

Division
Student Access and Success

Appointment Type
Classified

Contract Term

Semester

If other, specify From date

If other, specify End date

FLSA

Union Affiliation
Exempt from Collective Bargaining

FTE
1.0

Benefits Eligible
Yes

Compensation
Hourly

Salary
Salary range of $ 17.00 to $ 20.00 hourly, commensurate with experience, education, and qualifications

Contract Type
Classified Hourly

If other, please specify

Recruitment Type
Open

Position Details

General Statement
Montana State University Billings is a preferred employer in the region-WE WANT YOU!The following are reasons why you should join our team:

Work-life balance
Holidays-10 paid holidays per year and 1 Floating Holiday
Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)
Sick Leave

• Earned at an accrual rate of .0416125 for each hour in pay status.
  Employee and Dependent Tuition Waiver
  Opportunities to engage in professional development opportunities
  Committed to employee wellness and access to a robust Employee Assistance Program
  Medical Benefits that are robust and affordable
  Visit MUS Benefits to learn more about our benefit package including
  Medical, Vision, and Dental
  Life Insurance and Long Term Disability are incorporated into our benefits.
  Learn more about our retirement benefits at MUS Retirement.

Opportunities for career growth and a variety of career paths
Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.
Beautiful campus environment that features our MSUB Mile walking path

Duties and Responsibilities

DUTIES and RESPONSIBILITIES:
Connects prospect students and applicants with campus programs and student services information.
Checks various data sources to confirm campus events and schedule tours and appointments with admissions counselors.
Collaborates with all staff within the Office of Admission team in addition to campus staff, faculty, deans, and university leadership.
Coordinates all prospective students' campus tour visits to the University and answers the campus operator phone lines.
Has an innovative approach to streamlining systems, documenting processes, and identifying gaps in information or service to prospective students and applicants.
Coordinates large group tours and campus visits for both the University and City College campuses.
Assists with the coordination of mailings and texting campaigns.
Assists students with enrollment and financial information. Supports the matriculation pipeline for new, transfer, returning, and readmit students.
Answers questions via phone, text, e-mail, and in person at the front desk.
Trains, supervises, and provides ongoing coaching and evaluation of student employees.
Facilitates and continually improves the intake process of prospective students and their families for campus tours, small group tours, and other campus visit requests.
Establishes and maintains positive and professional relationships with high school staff and counselors as well as university faculty, staff, administrators, and community stakeholders.
Uses data, reports, and other analytical tools to outreach to prospective students, applicants, and their families.

Additional duties include:

Coordinate onboarding and training experience for all new staff members joining the Office of Admissions; this includes the Office of Admissions training and procedures manual, communication templates and other documentation efforts to streamline the onboarding process.
Collaborate with the Admissions Counselors on documenting recruitment schedules; oversee the campus tour calendar, and regularly update the recruitment and outreach calendar to schedule appropriate staff members.

QUALITIES:
Displays expertise in knowledge of MSU Billings programs, opportunities, and general information.
Exhibits sound judgment, strict confidentiality, poise, and sensitivity in dealing with campus faculty and staff, prospective students and parents, high school counselors, and other constituencies.
Serves as a collaborate team player who communicates clearly, professionally, and efficiently
In-person
Virtually
Phone
Text
Email
Individual interactions as well as large and small group work

Demonstrate student-first focus
Deliver quality customer service from initial inquiry to enrollment
Thoughtful, solution-oriented dedication to student success and satisfaction

PHYSICAL DEMANDS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. The requirements listed above are representative of the knowledge, skill, and/or ability required
Must be able to transport, move, or position items weighing up to 50 lbs.
Willingness to work occasionally on weekends, evenings, and overnight travel

Required Qualifications

• Experience, Education, Knowledge & Skills

Education Required:
Bachelor's degree in a related field, or an equivalent combination of relevant education and/or experience.

Experience Required:
Three or more years of progressively responsible work experience in roles which require a high level of professionalism.
Proven ability to relate well to people and work with diverse backgrounds.
Proven ability to work well both independently and as a team in a fast-paced work environment.
Experience working with and maintaining confidential records, information, and positive interactions with customers and peers.
Has demonstrated strong communication, interpersonal, and organizational skills with the added ability to provide attention to detail.
Ability to establish and maintain effective working relationships with co-workers, colleagues, and the public.
Ability to represent the Office of Admissions and its programs to others in a professional and courteous manner.
Has demonstrated excellent organizational, analytical and critical thinking skills.
Possess excellent verbal, written and strong interpersonal skills, including effectiveness in large group presentations and small group discussions.
Demonstrated ability to develop and maintain detailed and accurate record-keeping systems.
Strong computer skills, including the ability to use Outlook, Excel, Word and database management and spreadsheet software.

Preferred Qualifications

• Experience, Education, Knowledge & Skills
  Experience Preferred:
  Working knowledge of Ellucian Banner software
  Experience in employee supervision

The Successful Candidate Will

Special Requirements

Physical Demands

This position has supervisory duties?
No

Posting Detail Information

Announcement Number
S00940P

Number of Vacancies
1

Desired Start Date

Position End Date (if temporary)

Open Date
06/27/2024

Close Date
07/12/2024

Open until filled
No

Special Instructions Summary

Quick Link for Internal Postings
https://employment.msubillings.edu/postings/7086

Diversity Statement
Montana State University Billings is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University's mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.Montana State University Billings makes accommodation for any known disability that may interfere with an applicant's ability to compete in the hiring process or an employee's ability to perform the duties of the job. In compliance with the Montana Veteran's Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran's preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, employment@msubillings.edu.MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htm